salesforce administration -...
TRANSCRIPT
SALESFORCE ADMINISTRATION Rapid Learning & Just In Time Support
CONTENT 1 INTRODUCTION .............................................................................................................................. 4
1.1 What is Salesforce ................................................................................................................. 4
1.2 Create salesforce.com development org ................................................................................ 6
1.3 Login ..................................................................................................................................... 9
2 DATA MODEL ............................................................................................................................... 11
2.1 Custom Objects ................................................................................................................... 11
2.1.1 View list of Custom Objects ................................................................................................. 12
2.1.2 Create Custom Object .......................................................................................................... 13
2.1.3 Edit Custom Object .............................................................................................................. 16
2.1.4 Delete Custom Object .......................................................................................................... 18
2.2 Fields .................................................................................................................................. 20
2.2.1 Create Field .......................................................................................................................... 22
2.2.1.1 Show Custom Fields .................................................................................................................. 22
2.2.1.2 Step 1. Choose Field Type ......................................................................................................... 23
2.2.1.3 Step 2. Define Field Parameters ................................................................................................ 24
2.2.1.4 Step 3. Establish field-level security .......................................................................................... 25
2.2.1.5 Step 4. Add to Page Layout ....................................................................................................... 26
2.2.2 Field Types ............................................................................................................................ 27
2.2.2.1 Auto Number ............................................................................................................................. 28
2.2.2.2 Formula ..................................................................................................................................... 29
2.2.2.3 Roll-Up Summary ...................................................................................................................... 31
2.2.2.4 Lookup Relationship .................................................................................................................. 33
2.2.2.5 Master-Detail Relationship ....................................................................................................... 37
2.2.2.6 Checkbox ................................................................................................................................... 40
2.2.2.7 Currency .................................................................................................................................... 41
2.2.2.8 Date ........................................................................................................................................... 42
2.2.2.9 Date/Time ................................................................................................................................. 43
2.2.2.10 Email .......................................................................................................................................... 44
2.2.2.11 Geolocation ............................................................................................................................... 45
2.2.2.12 Number ..................................................................................................................................... 46
2.2.2.13 Percent ...................................................................................................................................... 47
2.2.2.14 Phone ........................................................................................................................................ 48
2.2.2.15 Picklist........................................................................................................................................ 49
2.2.2.15.1 Define default picklist value ............................................................................................................... 50
2.2.2.15.2 Create Dependent picklist .................................................................................................................. 50
2.2.2.16 Picklist (Multi-Select) ................................................................................................................. 53
2.2.2.17 Text ............................................................................................................................................ 54
2.2.2.18 Text Area ................................................................................................................................... 55
2.2.2.19 Text Area (Long) ........................................................................................................................ 56
2.2.2.20 Text Area (Rich) ......................................................................................................................... 57
2.2.2.21 Text (Encrypted) ........................................................................................................................ 58
2.2.2.22 URL ............................................................................................................................................ 60
2.2.3 Standard Fields ..................................................................................................................... 61
2.2.3.1 Record Owner ........................................................................................................................... 61
2.3 Record Types ....................................................................................................................... 62
2.3.1 View Record Types of specific Object .................................................................................. 63
2.3.2 Create new Record Type for specific Object ........................................................................ 64
2.3.3 Edit picklist values available for Record Type ...................................................................... 66
2.3.4 Assign Page Layout for each Profile and Record Type combination ................................... 69
1 Introduction
Info
This document describes basic Administration of Salesforce Web Application.
Document focuses on using built in functionality and user interface.
Both of these can be extended by developing custom functionality and user interface using Apex programming language.
This is covered in additional document "Salesforce Development - JITS".
1.1 What is Salesforce
Info
This chapter gives short overview on Salesforce.
Salesforce is CRM Web Application based on MVC - Model View Controller approach.
CRM
CRM stands for Customer Relationship Management.
Generally speaking CRM is type of application dedicated for working with your customers and allows you
● to maintain database of you current and potential customers organized into companies and their workers
Salesforce stores companies data into Accounts and workers data into Contacts
● to maintain database of products and services offered your company
● to define different sales processes in order to automate Leads collection, Offers creation, Contracts executions
followed by delivery, billing, reporting and other related processes
Web Application
Web Application is type of application which is accessed through Web Browser like: Internet Explorer, Chrome and such.
This means that nothing is being locally installed on your PC.
All data is being stored on the remote servers or to use modern term "In the cloud" which means that you
● can access Application from any device as long as it is connected to internet and has Web Browser
● don't have to buy and maintain expensive hardware in order to run the servers on which application should run
● don't need extra space for that hardware like dedicated server rooms
● don't need army of IT experts that might be needed to maintain that hardware or supporting software like databases
or web servers
Salesforce as CRM application
At the beginning Salesforce was just a dedicated CRM Web Application.
This means that you could only use it as it is.
You couldn't use it to create your own heavily customizable functionality.
At that time Salesforce was not considered a framework, collection of tools which allows you to build your own
applications.
Salesforce as framework
With time Salesforce grew to a full blown web framework.
This means that it added functionality that allows users to add their own custom functionality to basic CRM application by
● creating their own custom Objects
● creating their own workflows, processes, validations, reporting and such
● using Java Script and Apex programming languages to create custom web pages and functionality
But all this extra functionality is heavily oriented toward sales and billing processes, web shops and such.
So don't expect to be using Salesforce framework to create modern web based gamed or online educational materials.
Salesforce as two headed beast
Salesforce history is to blame that currently Salesforce behaves as two headed beast.
Once you learn how framework works you have to start over learning how core CRM functionality works.
This is so because core CRM functionality is not based on the framework but rather existed before framework was born.
As a result core CRM functionality behaves differently than the framework by having functionalities not supported by the
framework which can be very confusing at times.
MVC - Data Model
To store data Salesforce uses Objects, Records and Fields which represent Data Model part of MVC approach.
These are stored into Oracle relational database as Tables, Rows and Columns.
So each Object, together with its Fields, defines specific type of data.
For instance Account Object represents Company and contains Fields for holding data specific for each company like:
Name, Address, Number of employees, Type of industry and such.
For each specific Company, Record of Account Object is created and values specific for that company are entered into
mentioned fields.
Each such record is stored as a row in DB in Table called Account.
MVC - Controller
To define business logic Salesforce uses workflows, validation rules and custom programming code which together
represents Controller part of MVC approach.
Workflow defines how data should be changed.
Validation rules take care of data integrity insuring that data makes sense so that users can't enter whatever they want.
Custom Java Script and Apex programming code allows deep level of business logic customization that might not be
supported by built in functionality like workflows and validation rules.
MVC - View
To interact with users Salesforce uses Web Pages which represent View part of MVC approach.
Examples of such Web Pages are
● Page Layouts which define which Fields of specific Object will be presented to user and in which order
● workflow rules which allow you to define sales processes, that is how data should be altered
● validation rules which allow you to maintain data integrity by defining rules which data must obey to be altered
Salesforce also supports creation of customizable Web Sites, collections of Web Pages.
Other components
Beside data, logic and UI components Salesforce also supports additional functionality like
● security
● reporting
● tools for exporting and importing data like Data Loader or Import Wizard
● tools for developing code like Developer Console, Eclipse plugins
1.2 Create salesforce.com development org
Info
This tutorial shows how to create new salesforce.com development org.
Create Account
https://www.developerforce.com/events/regular/registration.php
First name: Ivor
Last name: Online
Email: [email protected]
Developer
Company: NA
Croatia
Postal Code: 10000
Username: [email protected]
I have read and agreed: CHECK
Sign me up
Activate Account
Check Email
Click on link in Email
New Password: B...5
Verify New Password: B...5
Question: What is your pet's name
Answer: Rex
Save
Check Email
Click on link in Email
Enter Password
Initial screen
1.3 Login
Info
This chapter shows how to login into Salesforce as a specific user.
This can be done by using any Web Browser like: Internet Explorer, Google Chrome, Safari, Opera, Firefox, etc.
Exact URL may differ since any domain name can be connected to Salesforce.
Additional Activation will be required when logging for the first time from a new device.
Procedure
Start Web Browser
URL: https://login.salesforce.com
User Name: [email protected]
Password: B...0
Login
Activation (Needed when logging for the first time from a new device)
(Email me a verification code)
Open Email
Copy verification code from Email
Paste verification code into Web Form
Verify my code and log me in
2 Data Model
Info
This chapter describes Salesforce functionality which allows you to create data model.
Data Model only describes how data should be organized but it doesn't not actually contain any specific data.
2.1 Custom Objects
Info
Custom Objects are Objects created by user.
They are used to expand basic Salesforce functionality provided by Standard Objects which are already part of Salesforce.
Custom vs Standard Object
Custom Objects can be created or deleted, unlike Standard Objects.
Custom Objects can't use all the functionality that exists for some Standard Objects, like for example composite fields.
2.1.1 View list of Custom Objects
Info
This chapter shows how to view list of Custom Objects.
View list of Custom Objects
Login
Setup
Build
Create
Objects
List of Custom Objects
2.1.2 Create Custom Object
Info
This chapter shows how to create Custom Object.
Create Custom Object
View list of Custom Objects
New Custom Object
Label: Airplane
Plural Label: Airplane
Save
List of Custom Objects
Edit Screen
Created Object (Contains Standard Fields)
Created object is listed under Custom Objects
2.1.3 Edit Custom Object
Info
This chapter shows how to edit Custom Object.
Edit Custom Object
View list of Custom Objects
(Click on Edit left from Object you want to delete)
(Change data)
Save
List of Custom Objects
Edit Screen (It is the same as when you are creating new Object)
2.1.4 Delete Custom Object
Info
This chapter shows how to delete Custom Object.
Delete Custom Object
View list of Custom Objects
(Click on Del left from Object you want to delete)
Yes, I want to delete the custom object.: CHECK
Delete
List of Custom Objects
Confirmation popup screen
2.2 Fields
Info
Fields are parts of Object used to hold data.
When you create Record of certain Object you use fields to hold data specific for that Record.
Additional info can be found at Custom Field Attributes.
Standard & Custom Fields
Standard Fields
Can’t be deleted.
Can be removed from view.
Only some standard fields can be renamed.
Following standard Fields are automatically created with each new Object (Defining Custom Object Fields)
● ID – Unique ID of the record.
● Name – Identifier for the custom object record.
● Owner – Assigned owner of the custom object record.
● Created By – User who created the record.
● Created Date – Date when record was created.
● Last Modified By – User who most recently changed the record.
● Last Modified Date – Date when record was most recently changed.
● Division – Division to which the custom object record belongs
● Currency – Currency of the record if multicurrency is enabled.
Custom Fields
Fields created by a user.
Deleted custom fields can be restored by admin inside first 15 days after deletion.
External ID
External ID Fields are used instead of Lookup fields to reference data which is in an external system outside Salesforce.
For External ID Fields it is optional to make them unique.
Each Object can have maximum of 3 External ID Fields.
Only Fields of following Field types can be flagged as External IDs
● Auto Number
● Number
● Text
When upserting records using External ID
● If multiple matched records are found, an error is reported
● If single matched record is found, record is updated
● If no matched record is found, a new record is created
Required Fields [R]
Required field is a custom field that must have a value whenever a record is saved.
Required Fields are always displayed on all page layouts.
Required fields may be blank on records that existed before making the field required.
When user updates record with a blank required field, value must be entered in the required field before saving record.
Field can be made required using
● Checkbox on a Field
● Page Layout
● Validation Rule
Record ID
Record ID is alpha-numeric field which uniquely identifies a record.
The first three characters represent an object type
There are two types of Record IDs
● The 18 digit record ID is not case-sensitive.
● The 15 digit record ID is case sensitive
You can get Record ID by using
● URL
● Report
● Web services API
Other Info
When Changing Data Type there is a danger of losing data.
The description is intended to describe the field to administrators and developers, and it does not appear to the end user.
2.2.1 Create Field
Info
Each of the following chapters shows one of the steps you have to go through each time you want to create a new Field.
Steps are identical for all the Field types except for the second step which is used to define specific Field attributes.
2.2.1.1 Show Custom Fields
Info
This chapter shows how to show list of Fields belonging to specific Object.
Procedure differs between Standard and Custom objects as shown below.
From there you can click on New button in order to create new field.
After that wizard will guide you through different setup pages depending on selected field type.
For Standard Object
Setup
Build
Customize
Accounts
Fields (Displays Account fields)
Section: Account Custom Fields & Relationships
New
For Custom Object
Setup
Build
Create
Objects
Employee
Fields (Displays Object fields)
Section: Custom Fields & Relationships
New
2.2.1.2 Step 1. Choose Field Type
Info
This chapter shows how to open "New Custom Field" page which is first step in creating new Field.
On this page you choose type of the field which you want to create.
After that wizard will guide you through different setup pages depending on selected field type.
Accessing this page differs depending is Field is being added to Standard or Custom Object.
Procedure
Show Object Fields
New
(Select Field Type)
Next
2.2.1.3 Step 2. Define Field Parameters
Info
This chapter shows how to specify parameters for Picklist Field.
This step will be different for each Field Types as shown in chapter Field Types.
Procedure
Choose Field Type
Define Field Parameters
Establish field-level security
Add to Page Layout
Define Field Parameters
Picklist: CHEK – Next
Field Label: Sector
Please enter the list of values for the picklist field below. Each value should be separated by a new line.
Education
Health
Construction
Sort values alphabetically, not in the order entered: CHECK
Use first value as default value: CHECK
Field Name: Sector
Description: Choose company sector (Describes field to administrators and developers, not end user)
Help Text: Choose company sector
Next
2.2.1.4 Step 3. Establish field-level security
Info
After you select Field type and define Field parameters you have to setup FLS - Field Level Security for each Profile.
This means that for each Profile you have to define if Field should be
● Visible
● Read-Only
Checkboxes Visible & Read-Only allows you to select or deselect all of the Profiles at the same time.
Selecting Read-Only for specific Profile will automatically select Visible checkbox for the same Profile.
This means that for specific Profile Field can't be Read-Only without being Visible at the same time.
2.2.1.5 Step 4. Add to Page Layout
Info
After you select Field type, define Field parameters and setup FLS - Field Level Security for each Profile you have to define
to which Page Layouts Field will be added.
By default Field is added to each Page Layout but it can be excluded by unchecking a checkbox.
Add Field checkbox adds or removes Field from all the Page Layouts by checking or unchecking all the other checkboxes.
2.2.2 Field Types
Info
Each of the following chapters describes one of possible field types and how to create it.
Creating procedure is the same for all field types only except for the step 2 which is used to define field attributes.
Possible Field Types
2.2.2.1 Auto Number
Info
This chapter shows how to create Auto Number Field.
Procedure
Show Object Fields
Choose Field Type: Auto Number
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyAutoNumber
Display Format: A-{0000}
Starting Number: 1
Generate Auto Number for existing records: UNCHECK
Field Name: MyAutoNumber
Description: MyAutoNumber Field Description
Help Text: MyAutoNumber Help
External ID: CHECK (Set this field as the unique record identifier from an external system)
Next
2.2.2.2 Formula
Info
This chapter shows how to create Formula Field.
Normal Formula Field calculates values using fields within a single record.
Cross Object Formula Field can reference fields on parent or grandparent object, up to 5 levels.
Restrictions
You can’t delete fields used in formulas.
They ignore field-level security settings of the source fields.
Procedure
Show Object Fields
Choose Field Type: Formula
Choose output type (As defined below in this chapter)
Enter formula (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Choose output type
Field Label: MyFormula
Field Name: MyFormula
Description: MyFormula Field Description
Help Text: MyFormula Help
Next
Enter formula
MyFormula (Number) = 12 (Constant value is used)
Description: OppsRollUp to Case Object
Help Text: OppsRollUp to Case Object
Next
2.2.2.3 Roll-Up Summary
Info [R]
This chapter shows how to create Roll-Up Summary Field.
Roll-Up Summary Field calculates values from a set of related child records in a master-detail relationship.
Roll-Up Summary Field is calculated when the related object record is created or updated.
A read-only field that displays the sum, minimum, or maximum value of a field in a related list or the record count of all
records listed in a related list.
Procedure
Show Object Fields
Choose Field Type: Roll-Up Summary
Enter the details (As defined below in this chapter)
Define the summary calculation (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: Equipment Roll-Up Summary
Field Name: Equipment_Roll_Up_Summary
Description: Description of Equipment Roll-Up Summary
Help Text: Help on Equipment Roll-Up Summary
Next
Define the summary calculation
Master Object: Equipment
Summarized Object: Opportunities
COUNT: CHECK
Field to Aggregate: Amount
All records should be included in the calculation: UNCHECK
Only records meeting certain criteria should be included in the calculation: CHECK
Created Date greater than 01/01/2000
Next
Test
Tab: Employees
Employee Ivor (Equipment Roll-Up Summary should contain number of equipment referencing this Employee)
2.2.2.4 Lookup Relationship
Info
This chapter shows how to create Lookup Relationship Field.
Lookup Field is used to reference another record belonging to some specific Object.
Dependent Lookup: Use lookup filer that references another field on the same object.
Procedure
Show Object Fields
Choose Field Type: Lookup Relationship
Choose the related object (As defined below in this chapter)
Enter the label and name for lookup field (As defined below in this chapter)
Add custom related lists (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Choose the related object
Related To: Case
Next
Enter the label and name for lookup field
Field Label: MyCase
Field Name: MyCase
Description: Lookup to Case Object Description
Help Text: Lookup to Case Object Help
Child Relationship Name: MyAccounts
Required: CHECK (Always require a value in this field in order to save a record)
What to do if the lookup record is deleted?
– Clear the value of this field. You can't choose this option if you make this field required.: CHECK
– Don't allow deletion of the lookup record that's part of a lookup relationship.: UNCHECK
Next
Add custom related lists
Related List Label: MyAccounts
Save
Test
Create Case
Tab: Cases
New
Record Type of new record: Default
Continue
Contact Name: Ivor Online
Case Origin: Phone
Save
Create Account
Tab: Accounts
New
Account Name: TestAccount
MyCase: 00001016
Save
Show Accounts referencing specific Case record
Tab: Cases
00001016
(Hover over link to related list MyAccounts to show popup with all the Accounts referencing this Case Record)
(Click on a link to related list MyAccounts to get to the list of Accounts referencing this Case Record)
2.2.2.5 Master-Detail Relationship
Info
This chapter shows how to create Master-Detail Relationship Field.
Creates a special type of parent-child relationship between this object (the child, or "detail") and another object (the
parent, or "master") where:
The relationship field is required on all detail records.
The ownership and sharing of a detail record are determined by the master record.
When a user deletes the master record, all detail records are deleted.
You can create rollup summary fields on the master record to summarize the detail records.
The relationship field allows users to click on a lookup icon to select a value from a popup list. The master object is the
source of the values in the list.
Procedure
Show Object Fields
Choose Field Type: Master-Detail Relationship
Choose the related object (As defined below in this chapter)
Enter the label and name for lookup field (As defined below in this chapter)
Add custom related lists (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Choose the related object
Related To: Employee
Next
Enter the label and name for lookup field
Field Label: Employee
Field Name: Employee
Description: This field allows you to reference Employee record
Help Text: Help for Lookup to Employee Object
Child Relationship Name: Equipment
Sharing Setting: Read/Write
Next
Add custom related lists
Related List Label: Equipment
Save
Test
Create Equipment Record
Tab: Equipment
New
Equipment Name: Desktop 001
Type: Desktop
Brand HP
Employee: Employee_Ivor
Save
Check Employee Record
Tab: Employees
Employee_Ivor
(Hover over link to related list Equipment to show popup with all the Equipment referencing this Employee Record)
(Click on a link to related list MyAccounts to get to the list of Accounts referencing this Case Record)
2.2.2.6 Checkbox
Info
This chapter shows how to create Checkbox Field.
Procedure
Show Object Fields
Choose Field Type: Checkbox
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyCheckbox
Default Value: Checked
Field Name: MyCheckbox
Description: MyCheckbox Field Description
Help Text: MyCheckbox Field Help
Next
2.2.2.7 Currency
Info
This chapter shows how to create Currency Field.
Procedure
Show Object Fields
Choose Field Type: Currency
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyCurrency
Length: 18 (Number of digits to the left of the decimal point)
Decimal Places: 0 (Number of digits to the right of the decimal point)
Field Name: MyCurrency
Description: MyCurrency Field Description
Help Text: MyCurrency Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Default Value: 25.12 (Supports formula)
Next
2.2.2.8 Date
Info
This chapter shows how to create Date Field.
Procedure
Show Object Fields
Choose Field Type: Date
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyDate
Field Name: MyDate
Description: MyDate Field Description
Help Text: MyDate Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Default Value: Today() + 7 (Supports formula)
Next
2.2.2.9 Date/Time
Info
This chapter shows how to create Date/Time Field.
Procedure
Show Object Fields
Choose Field Type: Date/Time
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyDateTime
Field Name: MyDateTime
Description: MyDateTime Field Description
Help Text: MyDateTime Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Default Value: DATETIMEVALUE("2005-11-15 17:00:00") (Supports formula)
Next
2.2.2.10 Email
Info
This chapter shows how to create Email Field.
Procedure
Show Object Fields
Choose Field Type: Email
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyEmail
Latitude and Longitude Display Notation: Degrees, Minutes, Seconds
Decimal Places: 0 (Number of digits to the right of the decimal point)
Field Name: MyEmail
Description: MyEmail Field Description
Help Text: MyEmail Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Unique: CHECK (Do not allow duplicate values)
External ID: CHECK (Set this field as the unique record identifier from an external system)
Default Value: "[email protected]" (Supports formula)
Next
2.2.2.11 Geolocation
Info
This chapter shows how to create Geolocation Field.
Procedure
Show Object Fields
Choose Field Type: Geolocation
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyGeolocation
Latitude and Longitude Display Notation: Degrees, Minutes, Seconds
Decimal Places: 0 (Number of digits to the right of the decimal point)
Field Name: MyGeolocation
Description: MyGeolocation Field Description
Help Text: MyGeolocation Field Help
Next
2.2.2.12 Number
Info
This chapter shows how to create Number Field.
Procedure
Show Object Fields
Choose Field Type: Number
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyNumber
Length: 18 (Number of digits to the left of the decimal point)
Decimal Places: 0 (Number of digits to the right of the decimal point)
Field Name: MyNumber
Description: MyNumber Field Description
Help Text: MyNumber Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Unique: CHECK (Do not allow duplicate values)
External ID: CHECK (Set this field as the unique record identifier from an external system)
Default Value: 25.12 (Supports formula)
Next
2.2.2.13 Percent
Info
This chapter shows how to create Percent Field.
Procedure
Show Object Fields
Choose Field Type: Percent
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyPercent
Length: 18 (Number of digits to the left of the decimal point)
Decimal Places: 0 (Number of digits to the right of the decimal point)
Field Name: MyPercent
Description: MyPercent Field Description
Help Text: MyPercent Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Default Value: 25.12 (Supports formula)
Next
2.2.2.14 Phone
Info
This chapter shows how to create Phone Field.
Procedure
Show Object Fields
Choose Field Type: Phone
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyPhone
Field Name: MyPhone
Description: MyPhone Field Description
Help Text: MyPhone Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Default Value: "MyPhone default value" (Supports formula)
Next
2.2.2.15 Picklist
Info
This chapter shows how to create Picklist Field.
Picklist values are entered delimited by a new line.
Procedure
Show Object Fields
Choose Field Type: Picklist
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: Sector
Please enter the list of values for the picklist field below. Each value should be separated by a new line.
Education
Health
Construction
Sort values alphabetically, not in the order entered: CHECK
Use first value as default value: CHECK
Field Name: Sector
Description: Choose company sector
Help Text: Choose company sector
Next
2.2.2.15.1 Define default picklist value
Info
During picklist creation you can only select if you want first value to be default.
Only after picklist is created you can define if you want some other value to be default.
Choose default value
(Select picklist field)
Section: Picklist Values
(Click on Edit next to value you want to make default)
Default: CHECK (Make this value the default for the master picklist)
Save
2.2.2.15.2 Create Dependent picklist
Info [R]
This chapter shows how to create dependency between two picklist.
Dependent picklists are called Controlling and Depended picklist.
Values that can be chosen in Depended picklist will depend on the value chosen in Controlling picklist.
In this example Controlling picklist is Sector and Depended picklist is Products.
Restrictions
Depended picklist can’t have default value. (You can define it but it will be ignored)
Create Controlling Picklist
Select picklist type
Show Object Fields
Choose Field Type: Picklist
Define Picklist Values
Field Label: Sector
Please enter the list of values for the picklist field below. Each value should be separated by a new line.
Education
Health
Construction
Sort values alphabetically, not in the order entered: CHECK
Use first value as default value: CHECK
Field Name: Sector
Description: Choose company sector
Help Text: Choose company sector
Next
Define FLS & Page Layout
Establish field-level security
Add to Page Layout
Create Depended Picklist
Select picklist type
Show Object Fields
Choose Field Type: Picklist
Define Picklist Values
Field Label: Products
Please enter the list of values for the picklist field below. Each value should be separated by a new line.
Book on Mathematics
Book on Physics
Book on Chemistry
Cure for AIDS
Cure for common flue
Sky scraper
Cottage
Bridge
Sort values alphabetically, not in the order entered: CHECK
Use first value as default value: CHECK
Field Name: Sector
Description: Choose company sector
Help Text: Choose company sector
Next
Define FLS & Page Layout
Establish field-level security
Add to Page Layout
Define Dependencies
Section: Account Custom Fields & Relationships
Field Dependencies
New
Continue
Controlling Field: Sector
Dependent Field: Products
Continue
(Select specific cells to define relationships between picklist values)
Save
2.2.2.16 Picklist (Multi-Select)
Info
This chapter shows how to create Picklist (Multi-Select) Field.
Procedure
Show Object Fields
Choose Field Type: Picklist (Multi-Select)
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyPicklistMultiSelect
Please enter the list of values for the picklist field below. Each value should be separated by a new line.
Education
Health
Construction
Sort values alphabetically, not in the order entered: CHECK
Use first value as default value: CHECK
*# Visible Lines: 4
Field Name: MyPicklistMultiSelect
Description: MyPicklistMultiSelect Field Description
Help Text: MyPicklistMultiSelect Field Help
Next
2.2.2.17 Text
Info
This chapter shows how to create Text Field.
Procedure
Show Object Fields
Choose Field Type: Text
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyText
Length: 255 (255 is max number of characters)
Field Name: MyText
Description: MyText Field Description
Help Text: MyText Field Help
Required: CHECK (Always require a value in this field in order to save a record)
Unique: CHECK (Do not allow duplicate values)
External ID: CHECK (Set this field as the unique record identifier from an external system)
Default Value: "MyText default value" (Supports formula)
Next
2.2.2.18 Text Area
Info
This chapter shows how to create Text Area Field.
Procedure
Show Object Fields
Choose Field Type: Text Area
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyTextArea
Field Name: MyTextArea
Description: MyTextAreaField Description
Help Text: MyTextAreaField Help
Required: CHECK (Always require a value in this field in order to save a record)
Default Value: "MyTextArea default value" (Supports formula)
Next
2.2.2.19 Text Area (Long)
Info
This chapter shows how to create Text Area (Long) Field.
Procedure
Show Object Fields
Choose Field Type: Text Area
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyTextAreaLong
Length: 32768
# Visible Lines: 3
Field Name: MyTextAreaLong
Description: MyTextAreaLong Description
Help Text: MyTextAreaLong Help
Default Value: "MyTextAreaLong default value" (Supports formula)
Next
2.2.2.20 Text Area (Rich)
Info
This chapter shows how to create Text Area (Rich) Field.
Procedure
Show Object Fields
Choose Field Type: Text Area
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyTextAreaRich
Length: 32768
# Visible Lines: 25
Field Name: MyTextAreaRich
Description: MyTextAreaRich Description
Help Text: MyTextAreaRich Help
Next
2.2.2.21 Text (Encrypted)
Info
Encrypted custom fields are text fields that can contain letters, numbers, or symbols but are encrypted.
The value of an encrypted field is only visible to users that have the “View Encrypted Data” permission.
Only the <apex:outputField> component supports presenting encrypted fields in Visualforce pages
Additional info can be found at About Encrypted Custom Fields.
Restrictions
Limited to 175 characters
Are not available for use in filters such as list views, reports, roll-up summary fields, and rule filters
Cannot be used to define report criteria
Are not searchable
Are not available in the following: lead conversion, workflow rule criteria or formulas, formula fields, outbound messages,
default values, and Web-to-Lead and Web-to-Case forms
Encrypted custom fields cannot be unique, an external ID, or have default values.
Allowed
You can validate the values of encrypted fields using validation rules or Apex.
Can be included in repo
Can be included in search results
Encrypted fields are editable regardless of whether the user has the “View Encrypted Data” permission.
Use validation rules, field-level security settings, or page layout settings to prevent users from editing encrypted fields.
Create Encrypted Field
Show Object Fields
Choose Field Type: Text (Encrypted)
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyTextEncrypted
Length: 175 (175 is max value)
Field Name: MyTextEncrypted
Description: MyTextEncrypted Description
Help Text: MyTextEncrypted Help
Required: CHECK (Always require a value in this field in order to save a record)
Mask Type: Mask All Characters
Mask Character: * ('*' or 'X')
Example: ****************
Next
2.2.2.22 URL
Info
This chapter shows how to create URL Field.
Procedure
Show Object Fields
Choose Field Type: URL
Enter the details (As defined below in this chapter)
Establish field-level security
Add to Page Layout
Enter the details
Field Label: MyURL
Length: 175 (175 is max value)
Field Name: MyURL
Description: MyURL Description
Help Text: MyURL Help
Required: CHECK (Always require a value in this field in order to save a record)
Default Value: "MyURL default value" (Supports formula)
Next
2.2.3 Standard Fields
Info
Following chapters describe different standard fields, their function and usage.
2.2.3.1 Record Owner
Info
Record owner can be
● User
● Queue for Leads and Cases
Record owner can View, Edit, Delete and Transfer ownership unless restricted through
● Profiles Object Permissions which can remove View, Edit and Delete permissions
● Profiles Field Level Security which can remove View, Edit and Delete permissions for specific fields
● Profiles General User Permissions which contains options to activate “Transfer Leads” and “Transfer Cases.”
● Page Layout which might not display all fields
Record owner can be changed by
● record owner
● user above record owner in role hierarchy
● user with modify all permission
2.3 Record Types
Info
Record Type is a special type of picklist field.
It behaves like a normal picklist field since it allows you from predefined set of values.
It is special since defining and choosing those values is done in a different way together with other peculiarities.
Usage
Combination of Record Type and Profile defines which Page Layout will be used to display Record Fields.
It behaves as controlling picklist for ALL other picklists defining which values will be available for each of them.
Record Type vs Picklist Field
Similarities
Both allow you to predefine set of values you can later select from.
Both allow you to select single value from that predefined set of values.
Both can be controlling picklist where selected value defines what values of other picklist will be available.
Differences
Set of values you can later select from are defined in a different way.
Selecting single value from that predefined set of values is done in a different way.
Picklist CAN be controlling picklist while Record type is ALWAYS controlling picklist.
If picklist is controlling picklist it can control only available values of ONE other picklist.
Record type is ALWAYS controlling picklist of ALL other picklists.
Combination of Record Type and Profile defines which Page Layout will be used to display Record Fields.
2.3.1 View Record Types of specific Object
Info
This tutorial shows how to view Record Types of Specific Object.
Procedure differs between standard and custom Objects as shown below.
For Standard Objects
Setup
Build
Customize
(Select Standard Object) (For example: Account)
Record Types (This is a link)
For Custom Objects
Setup
Build
Create
Objects
(Select Custom Object) (For example: Employee)
Section: Record Types
2.3.2 Create new Record Type for specific Object
Info
This tutorial shows how to create new Record Type for specific Object.
Create Record Type
View Record Types of Specific Object
New
Existing Record Type: --Master-- (It will include picklist values from selected Record Type)
Record Type Label: RecordType1 (Defines record Type Name)
Record Type Name: RecordType1 (Automatically populated by Record Type Label)
Description: Description of RecordType1
Active: CHECK
Next
Assign page layouts
Apply one layout to all profiles: Account (Support) Layout
Save
Test
View Record Types of Specific Object
2.3.3 Edit picklist values available for Record Type
Info
This tutorial shows how to define which picklist values will be available for each picklist for specific Record Type.
Open Record Type
View Record Types of Specific Object (For example: For Account Object)
(Select Record Type) (For example: RecordType1)
List of Record Types
List of picklist Fields
Edit picklist values for specific picklist
(Click on Edit beside picklist) (For example: Products picklist)
(Select values to Add or Remove) (Use Ctrl or Shift to select multiple values)
(Press Add or Remove buttons)
Save
Picklist values of Product picklist allowed for this Record Type
Test
(Create another Record Type as shown above) (For example: RecordType2)
Tab: Accounts
New
Record Type of new record: RecordType1 (Picklist is shown only if none or multiple Record Types are defined)
Continue
Account Name: Test Record Type 1
Sector: Health
Products: Cure for common flue
Save
"Cure for AIDS" is not shown since it is not supported by RecordType1
2.3.4 Assign Page Layout for each Profile and Record Type combination
Info
This tutorial shows how to assign Page Layout for each Profile and Record Type combination.
Open Assignments
View Record Types of Specific Object (For example: For Account Object)
Page Layout Assignment
Edit Assignment
Edit Assignments
Edit Assignment
(Select Page Layouts which should be changed) (Use: drag, Ctrl and Shift)
Page Layout To Use: (Select replacement Page Layout) (For example Account (Marketing) Layout)
Save
Selecting Page Layouts that should be changed
Changed Page Layouts